Frequently Asked Questions
 
Click here to see the VirtualBoss Knowledge Base

VirtualBoss capabilities
VirtualBoss can help you with the following:
Scheduling
Punch List Management and tracking
Service Management
Work Order Management
Project Management
Contact Management
Stop Payment Management

Set up time & learning curve
VirtualBoss was made to be easy to use. It will not take you long to get started. Most people with limited computer experience are set up and running (scheduling jobs, tracking punch lists, and printing work orders) in 1 - 2 hours. Other project management software requires a lot more time. If you need help, call us and we will walk you through the process. Our support # is at the bottom of this page. VirtualBoss comes with free tech support.

System requirements
VirtualBoss will run on Windows 95, 98, ME, NT, 2000, XP, XP for tablet computers, and all versions of Vista.  It requires minimal disk space (less than 10 megabytes) and memory. It will run smoothly on anything from a notebook to a network. If your computer has enough power to run windows 95 you can use VirtualBoss.

Getting Started
There are two ways to get started. The easiest and fastest way to start is to go to our Online Store and purchase the package that fits your needs. VirtualBoss comes with a 30 day money back guarantee. Once you have VirtualBoss installed an easy to follow getting started guide will show. You can call our service department at 1-888-827-5397 and we can have you up and running today.

Pricing
VirtualBoss list price is $395 for a single workstation license. You can go to our Online Store to see our full price list. Additional licenses for multi-workstation networks are available at a discount as well.

VirtualBoss on a network
VirtualBoss will run on any PC-based network. It will run on Peer to Peer or a Server based network. There is no limit to the number of users that can access a VirtualBoss data set, even at the same time.

VirtualBoss on a Macintosh
VirtualBoss will run on a Macintosh if you have a Windows emulator program. Most of our Macintosh users have Virtual PC. You can download a free Virtual PC trial or purchase Virtual PC by clicking here.

Entering tasks
The Task Manager is where you enter and view all your tasks. To enter a new task, click on the Add A Task button. The Task Manager window will then switch to the Task Details screen. This is where you enter new tasks. After you are done entering a task click on the Ok button. This will save this task and add it to your Task List.

Creating a schedule
If you can enter a task, you can create a schedule. All you need to do is link task start dates with previous tasks' finish dates. You do this on the task detail screen by putting a check in the field shown here.



When you put a check in this box a list of tasks to choose from will appear. Once you do this the task's start date is controlled by the previous task's finish date. You can link as many tasks in a row as necessary. If you change one task all the following tasks dates will be updated automatically.

Adding a new job
There are 3 ways to add a new job.
1 ) The easiest way to add a new job is to go to the task manager and enter a task for the new job. When you enter a job name that VirtualBoss does not recognize, it will prompt you to enter the job site information.
2 ) To duplicate a job and all of its tasks go to the Job Manager. Click on the Job Manager menu item in the top part of the VirtualBoss main window. When you are in job manager click on the job (in the upper left hand corner) you want to duplicate. Then click on the Duplicate Selected Job and All Its Tasks button and follow the on screen prompts. When you are done, click on the Save or Done button at the lower right corner of the Job Manager screen.
3 ) You can add a new job in the job manager. Go to Forms then Job Manager. Then click on the Add New Job button and follow the on screen prompts. When you have finished, click on the Save or Done button at the lower right corner of the Job Manager screen.

Duplicating a job
You can save a lot of time by duplicating a job rather than setting a job up from scratch. You duplicate jobs in the Job Manager. To open the Job Manager click on the Forms menu at the top left corner of the VirtualBoss screen, then click on Job Manager. Next click on (in the upper left corner) the job you want to duplicate. Then click on the Duplicate selected job and all its tasks button. A window will appear asking you to give the new job a number or a name. After entering the new job number (or name), click ok and VirtualBoss will create a new job and copy all of the tasks from the old job and will assign these tasks to the new job.

Changing task numbers
You can not edit a task# but you can change the order#. VirtualBoss assigns task numbers to tasks as a control. Just like each check in your checkbook has a unique check number, each task in VirtualBoss has a unique task number. Because each task you enter has a unique number assigned to it, you know there is no chance for mixing up task numbers. Task numbers are used to uniquely identify and quickly find a task. For example if somebody refers to task# 7859 there is no doubt what task they are referring to.

You can assign any order# you want to a any task. You can repeat and use an order # as many times as you like.

Printing work orders & schedules
To print or preview work orders or schedules go to the Task Manager. Then click on the (Print Work Orders and Schedules) button. Clicking on this button will bring up a window that will allow you to choose what you want to see on your printout. Choose the parameters you want, and then click on the Print button. If you want to see a preview of your report before sending it to your printer, click on the Print Preview button.

Faxing work orders & schedules
With VirtualBoss, you can fax every outstanding work order with less effort than it takes to make 1 phone call. The time savings is incredible. You can fax 100 work orders to 100 different subcontractors as easy as you can print work orders for those subcontractors. It is extremely powerful. All you have to do is print work orders in VirtualBoss like you always do. Then click on the Fax button instead of the Print button. VirtualBoss will then fax tasks as work orders or schedules to all the people you want to be updated. If you have 25 (You can send to as many individuals as necessary) contractors scheduled to do 3 tasks each, VirtualBoss can create and send 25 custom faxes in just 2 clicks. You can have VirtualBoss fax work orders for 1 person, one job, or all jobs for all persons. You have a lot of choices.

Once you are set up, all you have to do is click on the Fax button, and VirtualBoss will fax work orders to each person / company that has outstanding tasks. It will pick up the phone dial, and send work orders as many times as necessary to send out work orders for the tasks that you have on your list.

If you have windows 2000 or windows xp or a later version of windows VirtualBoss will send all faxes to the Microsoft Fax Software.  All faxes will be saved for your later review in this program.

If you have an older operating system, you can use WinFax Pro 10 to send your work orders.
WinFax Pro 10 is commonly sold for under $30
The best place to find a good deal is www.pricewatch.com


Viewing a Gantt Chart
You can view your task list and schedule in the Gantt Chart format. Many times a schedule is easier to comprehend in this format. To see your task list in a Gantt Chart format go to the task manager and click on the Gantt Chart button. You may want set your filter options and sort, before viewing the Gantt Chart. The Gantt Chart will show tasks according to the same sort and filter that tasks are shown in your task list screen. If your task list is filtered down to 1 job sorted in start date order your Gantt Chart will be filtered down to that same job and will be sorted in start date order. Once you are on the Gantt Chart screen, you can customize the Gantt Chart settings, by clicking on the Gantt Chart Options button. To print your Gantt Chart you need to be on the Gantt Chart screen. All you need to do is click on the Print Gantt Chart button. You may want to set your printer settings to landscape orientation when you print your chart.

Network set up
You can set up VirtualBoss to have as many simultaneous users viewing the same data at the same time as you like. All you have to do is put your data in a location that all your work stations have access to, then open that data with VirtualBoss on each computer that you would like.
In general there is a 2 step process for making VirtualBoss work on your network.
#1
Install VirtualBoss on each work station you would like to access your VirtualBoss data on.

#2
Make sure your VirtualBoss data is in a shared network location. Open the VirtualBoss data on the computer that you would like to view it on. - See detailed explanation below.

If you have more than 1 VirtualBoss License, you can call 419-872-7686 for networking support.

#1.Each workstation needs to have VirtualBoss installed. You can purchase additional licenses at our Online store. All workstations must have the same version of VirtualBoss installed. When you run VirtualBoss the version number shows in the upper left hand corner. If all workstations do not have the same version of VirtualBoss installed, the best thing to do is upgrade each machine as necessary to the latest version available. Click here to download the latest version available.

#2. Make sure your VirtualBoss data is in a shared network location, that your desired work stations have access to. Ideally your VirtualBoss data will be in a folder that is part of your regular back up routine. If your data is already in a shared network location all you have to do is open it on each work station you would like to by starting VirtualBoss and going to the File menu, open database, and then click on Open Other Database.

If your VirtualBoss data is not in a shared location you can create a blank VirtualBoss data set in the shared network location, or you can manually copy an existing VirtualBoss data set ( with windows explorer for example ) to the shared network location. Usually the best thing to do is to create a blank data set in the shared network location.

To create a blank data set in the shared location, go to the File menu then select Open Database, then click on the Create Blank Database button. Once you have done this you can go to each VirtualBoss work station and open it by going to the File menu, and selecting Open Database, then select open existing data set.

If you already have an existing data set that you want to share on your network, you can create a blank data set ( like suggested above ) and then restore a back of your existing data into that newly created data set.

To manually copy an existing data set go to Windows Explorer ( some people do this by clicking on My Computer ) and click your way to your VirtualBoss data, then right mouse click on it, select copy, and then click your way to the new network location and then right mouse click on the shared network location and select paste. Once you do this, you can go to each work station and open it in VirtualBoss by going to the File menu, and selecting Open Database, and then click on Open Other Database. 

If you have purchased 2 or more licenses you are entitled to free networking technical support.

Export / Import feature
VirtualBoss gives you the ability to import and export your task list, contact list, and job list to Excel and or common html files ( like most pages on the internet that almost all computers can read ). This allows you to send information to anybody you want to in a common format. They can read it even if they do not have VirtualBoss.

The import feature allows you to import a list (that you updated after it was exported). This makes setting up VirtualBoss very quick and easy.  You can export a task list, (or contact list or job list) make changes and or additions and then import the list. When you are done importing your VirtualBoss data will reflect changes you made.

Backing up your data
It is a good idea to back up your data on a regular basis. If you loose your data files, because of a hard drive crash, computer virus, or anything else, without a back up you will have to enter everything again. We can replace your program files, but your data files can only be replaced if you have a backup. There are 2 ways to do back ups.

#1 The new way to do back ups
If you have VirtualBoss 3.55 or later you can use the simplified back up procedure.

Step A) Go to the file menu item in the upper left hand corner of VirtualBoss & select back up. Step B) Follow the on screen prompts. It is best to save to an external location like a floppy disk or CD.

VirtualBoss has an auto back up feature. To set it up go to the Options menu, then click on preferences, then click on the Auto Back Up tab. By default a back up is made every time VirtualBoss is shut down. This back up is saved on your local hard drive. It is a good idea to direct the backup to an external drive.

#2 The old way to do back ups
You can use this method with any version of VirtualBoss. If you have version 3.55 or later we recommend you use method #1 above. It is much easier.
By default VirtualBoss stores your data files on your C drive under Program Files / VirtualBoss / Data. If you did not change its location you need to back up the data folder and the files in it. If you need detailed instructions continue reading.

The easiest way to back up these files is to go to your desktop and do the following.
#1 Double Click on my computer
#2 Double Click on (C:)
#3 Double Click on (Program Files)
#4 Double Click on (VirtualBoss)
#5 Right Mouse Click on the (Data) Folder
#6 Select send to floppy or My Documents
Or better yet you can select Copy and then paste to any location you want.
Many people do daily back ups to my documents and weekly back ups to external devices. CDs burners and Zip drives are good because they are easy to find, removable, can handle large files, and are easy to use.
Many people create a back up directory structure that looks like the following. Then they paste each backup into an individual folder.



Restoring a backup
If you used the new method to do back use this method to restore.
See The new way to do back ups - just above
Go to the file menu, click on Restore and then click your way to the back up file you are using to restore.

If you used the old method to do back use this method to restore.
See The old way to do back ups - just above
If your back up was created with the same Version of VirtualBoss as you are currently running all you have to do is copy your back up files and paste them into the original data directory.

If you have upgraded VirtualBoss since you backed up (the old way) you need to copy the back up files to a new directory. When the files are copied to a new directory start VirtualBoss. Then go to the File menu, then Open Database, then Add Existing Database. Then click your way to the new folder.

Creating a blank data set
To create a blank dataset, click on File at the top left corner of the main program window. Then click on Open Database. This will bring up the Database Form window. Then click on Create New Database. A window will appear where you enter a name for the database. Type a name and click Create Now. A blank dataset will be created in C:/Program Files/VirtualBoss/. The new dataset will open automatically.

Upgrading to the latest version
To upgrade VirtualBoss, it’s necessary to have a Support Plan or a 1 Time Upgrade. If you do not have a support plan, you can purchase one by going to our Online Store.  You could also purchase a 1 Time Upgrade, which will get you the latest version of VirtualBoss that we have available.  You can also place your order over the phone by calling 1-888-TaskExpert (1-888-827-5397).

If you have a support plan, click here to upgrade.  You will be asked to enter your username & password, which you received at your time of purchase.

Unlocking VirtualBoss
To unlock VirtualBoss you need to purchase a software license. You can go to our Online Store to purchase a VirtualBoss license. You can also call 1-888-827-5397 and place an order over the phone. After you have purchased a license give us a call. We can have your copy of VirtualBoss unlocked in no time.

Program Errors
If things are not set up correctly or if your files are damaged you may experience an error. Most errors are easy to diagnose and easy to correct. The most common errors are listed below.

"Microsoft Visual FoxPro Support Library not found" If you get this message it is obvious what your problem is. This is very easy to fix. Just download and run a new VirtualBoss installation program (not an upgrade)
This error comes up because the computer you are trying to run VirtualBoss on does not have a current Visual FoxPro Support Library. This situation occurs for one of 2 reasons.
A) You upgraded VirtualBoss where a new support library update was necessary that did not have the support library included in the upgrade program. We do not include the support library with every version update because it is only rarely necessary and it involves downloading a large file. Upgrades require new support libraries only when we upgrade some of the Microsoft tools we use to develop VirtualBoss.
B) You did not properly install VirtualBoss on that machine. When you run the VirtualBoss install program your support library will be updated as necessary.

OLE errors These errors occur because operating system deficiencies.
OLE Object is being ignored Record #6
OLE Error OX80040154 Class not registered
OLE anything ...........................
OLE error codes vary depending on the set up of your computer. They are easy to fix. You need to download the correct file to fix the problem. There are 2 general problems that cause all OLE error codes. OLE error codes come up because the necessary active x controls are not properly registered.

A) Improper DLL set up for our Gantt chart screen.
To correct this Gantt chart problem download and run mcf42.exe

B) Improper DLL set up for our pop up calendars.
To correct this error do the following.
Click on Start
Then Run
Then enter this regsvr32 mscomct2.ocx
Then click on OK
If this does not work call our service department at 1-888-827-5397

Other Errors
There are 2 things that cause most other problems.

A) Corrupted Program Files. Corrupted program files are associated with VirtualBoss not being able to properly run any data set. To test this try to create a new data set and see how it runs. If you have the same problem with multiple data sets your program files are probably damaged. The fix for this is easy. All you need to do is reinstall VirtualBoss. You can download a new install file by clicking here.

B) Corrupted Data. This situation is clearly identified when a dataset will not properly function on any installation of VirtualBoss. If this is your problem there are 2 possible fixes. The best thing to do is restore a back up set of your data. If you do not have a good back up you can try our data repair program. Chances are good that it will fix your problem. To run this program shut VirtualBoss down then run this program c:\program files\virtualboss\repair.exe

Printing Problems
First of all, did you try another printer?  Does VirtualBoss print all other reports & screens?  If not try the following options. 
            -Reinstall your printer driver
            -Locate an updated printer driver, there could be a problem with the currently installed
            driver.
            -Try a post-script printer driver (only to be used with a post-script printer).  You can locate   a post-             script driver on the website of your printer manufacturer or try a generic post-script
            driver (www.adobe.com).
Typically these solutions will solve most printing problems such as mirrored printing, nothing printed, or printed output is not consistent with that shown on the screen.

VirtualBoss API / SDK
If you would like to link another program to VirtualBoss you can use our API ( application program interface ) / SDK ( software development kit ).  Go to www.virtualboss.net/api for more info.  Its quite technical, and is written for software programmers and developers, not end users.

Still have questions ??
For additional help instructions go to the Help menu when running VirtualBoss. You can also call us Toll Free at 1-888-827-5397, or email your questions to us at service@virtualboss.net. If our Toll Free # does not work from your country call us at US 419-872-7686

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